Essential Skills. for Entrepreneurs. Document Use

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1 Essential Skills for Entrepreneurs

2 Workplace Education Manitoba, 2009 All rights reserved; no part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form by any means, electronic, mechanical, photocopying, recording, or otherwise without either the prior written permission of the Publishers. This manual may not be lent, resold, hired out or otherwise disposed of by way of trade in any form binding or cover that that in which it is published, without the prior consent of the Publishers.

3 Workplace Education Manitoba would like to express appreciation to the following for supporting the development of this curriculum: Human Resources Skills Development Canada (HRSDC) and Industry Workforce Development, Competitiveness Training and Trade, Province of Manitoba Essential Skills for Entrepreneurs was jointly funded through Human Resources Skills Development Canada (HRSDC) and the Workplace Education Manitoba Steering Committee (WEMSC). Workplace Education Manitoba would also like to thank the individuals from across Manitoba who provided consultation, content, and feedback. For more information, visit or contact the Project Coordinator Lindsay Laidlaw at ACKNOWLEDGMENTS Workplace Education Manitoba, 2009

4 ESSENTIAL SKILLS: What are they and why should I care? There are 9 skills that are essential to performing well at work. They are the Essential Skills that are important for success as an entrepreneur. The 9 Essential Skills are: Technical Reading Writing Numeracy Oral Communication Thinking Skills Working with Others Computer Use Continuous Learning People use the Essential Skills in different ways in different workplaces. However, all of the Essential Skills are used in some way in every workplace. Here are a few examples of the way Essential Skills might be used in your work as an entrepreneur: Reading and interpreting legal documents such as contracts, agreements, and, tax forms Filling out and keeping track of the paperwork required for running a business Getting financial information from charts, tables, and graphs. and interpreting financial statements Communicating and selling ideas to others Initiating contact with others, including networking and making small talk Questioning and interacting with customers Resolving conflict with others Negotiating contracts with suppliers and customers Preparing a Marketing Plan Writing messages, letters, and short reports Developing and monitoring budgets Analysing the pros and cons of a plan Creating and monitoring schedules, and making adjustments if necessary Evaluating the quality of advertising and making good judgments about design, layout, colour, logos, etc. Using problem-solving strategies to constructively resolve problems, issues, and concerns Using a decision-making process to make sound business decisions Researching, gathering information, and monitoring trends Making efficient use of time Organizing and prioritizing work tasks Dealing with interruptions and resolving tasks that go off-track Responding to situations that arise unexpectedly Remembering the names, faces, and voices of customers and their history as part of providing good customer service Taking a leadership role and communicating priorities Organizing and directing the work of others Taking advantage of learning opportunities Using computer technologies and software programs Workplace Education Manitoba, 2009 i

5 ESSENTIAL SKILLS: What can I do? Step One I can: Identify events or activities in my life where I have learned skills that I will use as an entrepreneur: What skills have I learned from school, paid or unpaid work, hobbies, sports, volunteer work, etc? Would an entrepreneur use these skills? How? Step Two I can: Take stock of my Essential Skills: I know I can I am Step Three I can: Visualize my future as an entrepreneur and the learning goals that will help me get there. Step Four Step Five I can: Identify my Essential Skills gaps and the supports I need: What Essential Skills do I need to work on? How do I get the help I need? I can: Create an action plan for reaching my goals: What do I need to do to get from where I am to where I want to be? (Specifically) Step Six I can: Do it! Workplace Education Manitoba, 2009 ii

6 INTRODUCTION: Essential Skills for Entrepreneurs What is the Essential Skills for Entrepreneurs workbook series? This Essential Skills workbook series covers the Essential Skills considered to be most important to an entrepreneur s success in any workplace. There are four workbooks in this series:, Writing Skills, Oral Communication, and Thinking Skills How can the Essential Skills for Entrepreneurs workbook series help you? These Essential Skills workbooks will give you an opportunity to learn more about and practice the skills an entrepreneur needs to be successful. They will also help you find out what you need to learn more about. Workplace Education Manitoba, 2009 iii

7 for Entrepreneurs TABLE OF CONTENTS Finding and using the information you need or putting information in where it is needed in documents such as labels, lists, forms, charts, graphs, and technical drawings. Introduction... 1 What You will Learn... 1 What Documents You will Use... 1 Document Navigation... 2 Filling in Documents... 2 Document Navigation... 3 PART 1: Document Navigation Steps... 4 Step 1: Understand Document Structure... 4 Step 2: Skim Step 3: Scan PART 2: Putting It All Together Filling in Documents PART 1: Filling in Forms Lines Boxes Dates Telephone Numbers Following Instructions Reporting Details PART 2: Putting It All Together Answer Key Workplace Education Manitoba, 2009 iv

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9 Introduction As an entrepreneur, you will use documents to give information. For example, when you fill out forms, and also when you write invoices or instructions. You will also use documents to locate information. For example, when you read operating procedures or regulations and scan job applications. Some documents may be simple. An example of a simple document is a Purchase Order. Other documents may be very complex. An example of a complex document is a Tax Form. You may need help from professionals to help you understand some important documents. It is important for you to understand legal documents and to fill them out correctly. You may need to pay money for different licences and permits. If you don t fill the forms out correctly the first time, you may have to pay a penalty to have them processed again. As well, if you don t submit some forms on time, you may have to pay late fees. Many government forms come with instructions or guidebooks on how to fill them out. You may also need to get legal help. There are many different organizations in Manitoba that can help you learn about the documents you need to run a small business. What You will Learn All documents are different, but they also have many things in common. In this module you will become familiar with many of the types of documents used in business. You will look at how documents are organized, and practise special reading skills such as skimming and scanning. You will also learn about filling in documents. You will practise filling out documents with short and long responses. After you complete this module, you should feel more comfortable navigating different business documents. What Documents You will Use On the next page you will see an outline of the module. It lists the main parts of this module, and will also show you what documents you will use to complete each part. 1

10 Document Navigation Step 1 Step 2 Step 3 Understand Document structure 1. Supply Order Form 2. Food Services Establishment Licence 3. Floor Plan Technical Drawing 4. Workers Earnings Report Skim Same documents as above. Scan Employee Deductions Floor Plan Technical Drawing Price List Budget Putting It All Together 1. Employer s Incident Report 2. Retail Sales Tax Application 3. Request for a Business Number Filling in Documents Filling in Documents Putting It All Together 1. Employee Scheduling Spreadsheet 2. Business Plan Project Costs and Funding Summary 3. Purchase Order 4. Food Services Establishment Licence Employer s Incident Report 2

11 Document Navigation Navigating is a strategy for finding your way around. When you go from one place to another you are navigating. For example, imagine that you live in Winnipeg on Portage Avenue near the Perimeter Highway. You want to got to the Health Sciences Centre. The map below shows how you would need to navigate to get to the hospital. 1 Highway 1 Portage Ave. Health Sciences Centre 2 3 Sherbrook St. St. St. 1. Go east on Portage Ave. 2. Turn north on Sherbrook St. 3. Turn west at the Health Sciences Centre. The Document Navigation section of this module is divided into two parts: Part 1 Part 2 Document Navigation Steps Putting It All Together Document Navigation Steps When you see a document for the first time, you will have to follow steps to make sure that you understand it well. After you have used the document several times, you can skip these steps to quickly get to the parts you need. Here are the steps you need to take to navigate a new document. 3

12 Part 1 Document Navigation Steps Documents are like maps. Finding your way around documents is called navigation. Navigation is a special reading strategy. When you see a document for the first time, you will have to follow steps to make sure that you understand it well. After you have used the document several times, you can skip these steps to quickly get to the parts you need. Here are the steps you need to take to navigate a new document. Understand Document Structure Skim Scan Step 1 Understand Document Structure People who write documents use sections to make it easier for the reader to find what he or she is looking for. No two documents are exactly the same. Different documents are made up of different sections that are organized in different ways. The structure of a document includes both the sections and how they are organized. Some documents have many sections and some have only a few. People who write documents try to make it easier for the reader to see different sections. They use: Headings and Subheadings PRINT OF DIFFERENT TYPE AND SIZE 4

13 Boxes to separate information Lines to separate information White space around each section Different pages for different sections Some documents have a key or legend to give you more information and to tell you what the symbols mean. Some documents have pictures or drawings to help you understand the information. Some documents have bullets to organize the information. Bullets are markers that are used before each item in a list. There are many styles of bullets. Bullet examples are. Many documents include tables. A long document may include a Table of Contents to tell you what is in the document. It may have an Index to tell you what information is on what page, and it could also have dividers to separate the sections. 5

14 #1 TRY this Essential Skills for Entrepreneurs The four sample documents on the next several pages will help you become familiar with some of the different types of documents that you may need to use. Look at how each document is structured. See how the sections are separated and how the information is organized. The documents are numbered from 1 to 4. Write the number of the matching documents on the lines below. 1. Which document has the most white space and the least words? 2. Which documents have small boxes for you to put a check mark in? 3. Which document uses heavy dark lines to divide it into three major sections? 4. Which documents have blank lines to enter information? 5. Which document has a drawing to help you understand the information? 6. Document 1 has a table to enter information. How many headings does this table have? Note: All four documents use headings to highlight important information. Each document uses different types and sizes of print. 6

15 Sample Document 1 OFFICE WAREHOUSE Up-to-date office supplies at down-to-earth prices! Supply Order Form Account No.: Customer: PO No.: Ship To: Ordered By: Phone No.: Date: Catalogue Number Description Qty Unit Cost Total 7

16 Sample Document 2 8

17 Sample Document 3 9

18 Sample Document 4 10

19 Step 2 Skim Skimming is a kind of reading where you look over something to get the main idea. When you skim, you read some parts and miss others. For example, if you are in a waiting room and you look at a magazine, you probably don t read every word. You may turn the pages quickly to look for something interesting to read more closely. When you skim the magazine you get a general idea about what it contains. In the last exercise you looked at how different documents were structured. You skimmed over the whole documents, looking at different sections and how they were organized. When you skim, you should also look at these things: the title headings key words charts, pictures, or diagrams You should also think about the reason the document was created (the purpose) and who is expected to read it (the audience). When you skim, you should be reading three or four times faster than you do at other times. You should be skipping more than you are reading. Some people like to skim by looking down the centre of the page. Other people like to skim by moving their eyes in an s pattern down the page. 11

20 #2 TRY this Essential Skills for Entrepreneurs Read the questions below. Skim Sample Documents 1 to 4 on the previous pages to find the answers. Write your answers on the lines below. 1. Key words are main or important words. What document has Special Coverage Applications as key words? 2. Which document has a legend to help you understand the drawing? 3. When you sign a document you give your name as proof that the information is true. Which documents ask for your signature? 4. Most documents are created for more than one person to use. Read the possible audiences below. Write the matching document number (from 1 to 4) on each line. a. Document builders, contractors b. Document clerk working for the city c. Document order desk clerk, warehouse workers d. Document clerk working for the province 5. The purpose is the reason the document was created. Write the purpose for each document. a. Document 1 b. Document 2 c. Document 3 d. Document 4 12

21 Step 3 Scan Scanning is a kind of reading where you look for specific information. When you scan, you read some parts and miss or ignore others. For example, if you are looking for a phone number you do not read the whole phone book. The first thing you do is find the section or page you need by looking for key words. Then you focus your attention on the name and number you need. When you scan, you should ask yourself these questions: What information do I need? What are key words or phrases I can look for? In what section or on what page will I probably find this information? How will I know when I find the information? In the last exercise you skimmed over four documents to get a general idea of what they were about. Now you are ready to scan one document at a time to find more specific information. 13

22 #3 TRY this A spreadsheet is information in the form of a table. This is also called a grid. It has information in columns from side to side and in rows from top to bottom. Each space on the grid is a cell. The information in the cells is called data. columns rows cell cell cell cell cell cell cell cell cell cell cell cell cell cell cell cell The following is an example of a spreadsheet with data listing the shifts employees work in one week: Sun Mon Tues Wed Thurs Fri Sat Marge Bill Evan Jessica Yvette Jason Imagine that you are Evan. You want to find out when you work on Thursday. Place a finger from your left hand on your name. Then place a finger from your right hand on Thurs. Move the finger on your left hand across the row. Move the finger on your right hand down the column. You will find the data you want where your two fingers meet. 14

23 #3 Continued You work from 9-5 on Thursday. The spreadsheet below has data about Employee Deductions. Scan the document to find answers to the questions that follow. Follow these steps: Read the whole question. Look for key words in the question. Look at the columns and rows to find the key words from the question. Run your fingers or eyes across the columns and down the rows until you find the answer to the question. You may have to read the question more than once. Write the answer on the line provided. Note: Some questions use key words that are a bit different from those found on the document. You may have to infer (work out from clues) what the question is asking. July Employee Deductions Taxable Earnings Employment Insurance Income Tax CPP Other Deductions Total Deductions Amount Paid Marge 1, Bill Evan Jessica Yvette 1, Jason How much was Evan paid after deductions in July? 2. How much Employment Insurance did Jason pay in July? 3. How much did Marge pay into the Canada Pension Plan (CPP)? 4. Who had the most deductions in July? 5. Who paid the least income tax? 6. How much did Yvette make before deductions? 7. Which two people made the same amount of money? 15

24 #4 TRY this Technical drawings are documents that are labeled. A Floor Plan is one type of technical drawing. Numbers and symbols are keys to understanding information on this type of document. You will scan a floor plan to answer the questions below. Follow these steps: Read the whole question. Skim the document to find the key symbols, numbers, or words that match the question. Look at this section of the document more closely to see if you can answer the question. You may need to check the question again. Record your answer on the line provided. Scan the Home Catering Basement Development Floor Plan on the following page. Use it to answer these questions. 1. In this floor plan document, into what room would you enter through DOOR D6? 2. The symbol for an electrical outlet is. How many outlets are located in the KITCHEN? 3. The take-out prep area is located in what room? 4. This floor plan shows a scale of 3/16 = 1-0. If a room dimension is shown as 5-0, what would the line measure on a standard ruler be? 5. Write the names of the rooms in the spaces provided: A105, A103, A101, A107, A102, A106, A Calculate the total perimeter dimension of the Floor Plan. 7. Is the schedule board visible from the KITCHEN? 8. What are the room dimensions of the OFFICE? 16

25 #4 Continued 17

26 #5 TRY this A Price List is a table that describes supplies and gives prices. You use a price list to order supplies or to tell others what supplies you are selling. Pretend that you own an arts and crafts business. You need to order some beads. Use the table below to answer the questions that follow. Write your answers on the lines at the end of each question. Beads Bead size Beads per strand Cost per strand 1-2 strands 3-5 strands Glass clear 6 mm 67 $4.50 $3.80 $3.50 clear 8 mm 50 $5.50 $5.10 $4.50 tiger eye 6 mm 67 $4.80 $4.50 $3.80 tiger eye 8 mm 50 $5.80 $5.40 $4.80 Sand natural 4 mm 100 $3.60 $3.30 $3.10 mixed 4 mm 100 $3.80 $3.50 $3.10 Wood 6 mm 75 $3.00 $2.50 $ strands 1. The beads are made out of what three materials? 2. Look at the column with the heading Bead size. Wood beads are how much larger than sand beads? 3. Look at the row that tells about mixed sand beads. If you buy 5 strands of mixed sand beads, how much will each strand cost? 4. If you buy 6 strands of 8 mm clear glass beads instead of 2 strands, how much cheaper is each strand? 5. Look at the column with the heading Beads per strand. How many more glass beads are there on a strand of 6 mm glass beads than on a strand of 8 mm glass beads? 6. If you wanted to buy 10 strands of wood beads, how much would each strand cost? 18

27 #6 Essential Skills for Entrepreneurs A Budget is a document that keeps track of income and expenses. The data is written in a table format. TRY this The first part of the table breaks down your income, or all of the money you made. The second part of the table breaks down your expenses, or all of the money you put out or paid to run your business. A budget is a guess about how much money you will make and how much things will cost. Your actual income and expenses will be different from your guess. Income example: Sales Description Actual Budget Difference Fresh flower sales Artificial flower sales Total Sales The business owners actually made $ in fresh flower sales, but they guessed they would make $ They made $ less than they expected. The business owners actually made $ in artificial flower sales, but they guessed they would make $ They made $ more than they expected. The business owners made $ less total sales than they guessed. You will find a document called Budget 2009 on the page following the questions below. Scan the budget to find answers to the questions. Follow these steps: Read the whole question. Skim the document to find the words or numbers that match the question. Look at this section of the document more closely to see if you can answer the question. You may need to check the question again. Record your answer on the line provided. 19

28 #6 Continued 1. How much money in actual donations did the owners receive? Essential Skills for Entrepreneurs 2. What is the difference between their actual sales and their budget sales for the fall? 3. The owners expected to make $ income from what source? 4. How much money did they spend on actual postage and mailing? 5. The owners budgeted $ for what expense? 6. What is the difference between their actual expenses and their budget for repair projects? 7. Did the owners make more or less money than they expected? 20

29 BUDGET 2009 Description Actual Budget Difference INCOME Sales Winter Spring Summer Fall Other TOTAL Sales 2, , Gifts Received Donations 1, , Other TOTAL Gifts Received 1, , Interest TOTAL INCOME 3, , EXPENSES Operating Expenses Sales Expenses Postage and Mailing Printing and Reproduction Other TOTAL Operating Expenses 1, , Office Supplies Gifts Given Non-Recurring Expenses Repair Projects Other TOTAL Non-Recurring Expenses TOTAL EXPENSES 3, , OVERALL TOTAL ,

30 Part 2 Putting It All Together You know how to navigate short documents. You learned to follow these steps: Step 1 Step 2 Step 3 Understand document structure. Look at how the document is set up and organized Skim to get a general idea regarding what the document is about. Think about the purpose and audience Scan the document for specifics. Find the information you need. As an entrepreneur, you also need to deal with long and complex documents. These kinds of documents might be confusing at first, but if you follow the navigation steps above, you will begin to become more comfortable with their set up and content. Many of the complex documents you will use in business will be government forms. In this section you will practise your navigation skills on the following documents: 1. Employer s Incident Report 2. Retail Sales Tax Application 3. Request for a Business Number You will learn about filling in forms in the next section called Filling in Documents. 22

31 #7 TRY this Employer s Incident Report You must report an employee injury to the Workers Compensation Board of Manitoba within five days of finding out about it. You will find this document below and on the next page. Use this document to answer the document navigation skills questions that follow it. 23

32 #7 Continued Essential Skills for Entrepreneurs 24

33 #7 Continued Employer s Incident Report questions Step 1: Understand Document Structure Look at how the Employer s Incident Report is organized. Write your answers to the questions on the blank lines. 1. The first part of this document has six boxes for you to enter information. The boxes have thick black lines around them. Each box has a small heading in bold print. Write in the missing headings. A. Employer Information B. Worker Information C. D. Name and Address of Doctor(s) and/or Hospital(s) who Provided Treatment E. F. Coverage 2. The last part of this document has the large heading Sub-Contractor or Owner Operator. How many boxes with thick black lines are under this section? Step 2: Skim 3. In Step 1 above, some of the sections are marked from A-F. Read the sentences about the different sections as shown below. Write the letter of the matching section after the sentence. Example: In this section you give information about the injured worker, such as the worker s Social Insurance Number. B (see Worker Information in Question 1 above) a. In this section you give information about the worker s earnings. b. In this section you give information about medical treatment the injured person received. c. In this section you give detailed information about what happened. d. In this section you give the name and address of your business. 25

34 #7 Continued 4. The audience is the people for whom the document was written. As a business owner, you are part of the audience because you need to read the document. After you fill in the document it will have another audience. Who will read this document after you complete it? 5. The purpose is the reason the document was written. The Workers Compensation Board made this document so that all of the employers in Manitoba could use the same form to report injuries. After you fill in the document it will have another purpose. What will the Workers Compensation Board use this document for after you complete it? Step 3: Scan Sometimes you do not have fill in all of the sections of the document because they don t apply to you. 6. What section can you leave out if you do not know where the worker went for medical treatment? 7. What section can you leave out if the worker did not miss work because of an injury? 8. What section can you leave out if the worker is on your payroll? (gets paid by you on a regular ongoing basis) 26

35 #8 TRY this Retail Sales Tax application If you plan on selling something you must apply for The Retail Sales Tax (RST). This is a 7 per cent tax applied to the retail sale of most goods and services in Manitoba. You will find this document on the next three pages. Use this document to answer the document navigation questions that follow it. 27

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39 #8 Continued Retail Sales Tax Document Questions Step 1: Understand Document Structure Look at how the Retail Sales Tax document is organized. Write your answers to the questions on the blank lines. 1. This document is divided into three major sections. Write the name of Part C. Part A Business Information, Part B New Account Registration/Licence Information Part C 2. What page has INSTRUCTIONS FOR COMPLETION of this form? 3. Part A is divided into four subsections. Write the name of subsections A2 and A4. A1. Business Type A2. A3. Provide The First 9-Digits Of Your Business Number (BN) A4. 4. Subsection B4. The Business Description is divided into four smaller sections. Write the key words from the missing section heading. a) Type of Business b) Specify the primary products or services that make up the nature of your business c) d) Indicate all of the following that apply 31

40 #8 Continued Step 2: Skim 5. Read the sentences about different sections. Write the letter and number of the matching subsection after the sentence. Example: A4 In this subsection you give the name and address of your business. a. In this subsection you write your business number. b. In this subsection you describe your business. c. In this subsection you give information about what you are going to sell. 6. The audience is the people for whom the document was written. As a business owner, you are part of the audience because you need to read the document. After you fill in the document it will have another audience. Who will read this document after you complete it? 7. The purpose is the reason the document was written. The Province of Manitoba made this document so that retailers in Manitoba could register for the Retail Sales Tax licence. After you fill in the document it will have another purpose. What will the Province of Manitoba do after they receive your completed document? 32

41 #8 Continued Step 3: Scan Essential Skills for Entrepreneurs Important information on this document is written in bold letters and underlined. Look closely at this information in order to answer these questions. 8. How many business types can you select in subsection A1? 9. Can you use a post office box for your location address in subsection A4? 10. Is Part B for old or new account registration? 11. How many boxes can you select in subsection B4 d)? 33

42 #9 TRY this Request for a Business Number (BN) A Business Number helps you to identify your business when you deal with government agencies and other registered businesses. You will find this document on the next five pages. Use this document to answer the questions that follow it. 34

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48 #9 Continued Request for Business Number document questions Essential Skills for Entrepreneurs Step 1: Understand Document Structure Look at how the Request for a Business Number document is organized. Write your answers to the questions on the blank lines. 1. This document is divided into six major parts from A-F. Each major part has many smaller parts or subsections. This is an outline of the structure of this document. Fill in the missing headings. Part A General information A1 A2 A3 A4 A5 Ownership type and Operation type Owner(s) information Major Business activity Part B GST/HST account information B1 B2 B3 B4 GST/HST account identification Direct deposit information Part C C1 C2 General information Part D Import/export account information D1 D2 Import/export account identification Import/export information 40

49 #9 Continued Part E E1 Corporate income tax account identification Essential Skills for Entrepreneurs Part F Certification Step 2: Skim 2. Write the purpose of this document in your own words. 3. After you fill out this document, who do think will read it (audience)? Step 3: Scan 4. This document has six main parts: A, B, C, D, E, and F. What two parts must be completed by ALL businesses? 5. Look at A2 Owner(s) information. If your business has more than two owners, where should you write the social insurance and contact numbers for additional owners? 6. Look at B2 Filing information. If you do not write a fiscal year-end date, what date will the government enter for you? 41

50 #9 Continued 7. Look at the B3 Reporting period. How often do you have to report if your total annual GST/HST taxable sales are more than $6,000,000? 8. Part C2 has a box that looks like this: J F M A M J J A S O N D What do the letters in the box stand for? 9. Look at D1 Import/export account identification. Why would you have to fill in your mailing address? 10. Look at A4 Major Business activity. You are told to use at least one noun, a verb, and an adjective to describe your Major Business activity. This is the example given: Construction Installing residential hardwood flooring. (noun) (verb) (adjective) (adjective) (noun) Here are some more examples of business activities: Health massaging feet, mobile service Construction remodeling basements Body Art tattooing and piercing Transportation renting bicycles and mopeds Think about a business activity you would like to do. Use at least one noun, a verb, and an adjective to describe it. Follow the examples above. 42

51 Filling in Documents In the first part of this module you looked at different documents to see how they are structured and organized. You skimmed documents to get a general idea of what they are about. You also scanned documents for more specific information. In this part of the module you will practise filling in documents. Forms are an important way of communicating information for business. You will fill in many different kinds of forms as an entrepreneur. Some forms are short and easy to fill in. Some forms are long and difficult to fill in. Filling in documents is set up this way: Part 1 Part 2 Filling in Forms Putting It All Together Part 1 Filling in Forms In this section you will look at different ways to fill in tables, lines, and boxes. You will write dates and phone numbers different ways. You will also practise following instructions and writing facts in logical order. Tables You will fill in many different tables to give information to others. Tables are set up in columns and rows. You fill in data in the different cells. You use a scheduling spreadsheet to keep track of when your employees work. You need to make sure that your employees can read this sheet so that they do not miss shifts. A scheduling sheet is a table that is set up like a calendar. 43

52 #10 Essential Skills for Entrepreneurs Write the names of your employees and when they work on the scheduling spreadsheet below. The first one is done for you. TRY this Shayla works Saturday and Sunday from 8 am 4 pm, Monday from 7 am 3 pm, and Friday from 9 am 5 pm. Avery works Saturday and Sunday from 8 am 4 pm, Monday and Tuesday from 9 am 5 pm, and Thursday from 7 am 3 pm. Carol works Sunday from 8 am 4 pm, Tuesday and Wednesday from 9 am 5 pm, and Thursday from 7 am 3 pm. Justin works Monday to Friday from 8 am 4 pm. Paul works on Wednesday from 7 am 3 pm, Thursday from 8 am 4 pm, and Saturday from 8 am 4 pm. Sun Mon Tues Wed Thurs Fri Sat Shayla

53 #11 TRY this Essential Skills for Entrepreneurs You need to write a Business Plan in order to get funding for your business. An important part of this plan is a Project Costs and Project Funding Summary. You list all of your costs and the funding you need in table format. Enter the money amounts on the correct lines on the table below. Use a calculator to make sure that the project costs and project funding amounts are equal to each other. Enter the two totals. Costs: Funding: Land and Buildings $200,000 Cash and Assets $102,500 Vehicles $20,000 Line of Credit $20,000 Furniture $25,000 Equipment Loan $55,000 Renovations $50,000 Mortgage $150,000 Inventory $17,500 Subsidy $0 Other Expenses $15,000 Project Cost Summary Amount $ Land and Buildings Improvements (renovations) Equipment/Furniture Vehicles (if used in the business) Inventory (opening cost) Other Start-Up Expenses as per Cash Flow (accounting, taxes, licences, insurance, rent, supplies, etc.) Total Project Cost Project Funding Equity cash contributed assets Land and Building Mortgage Equipment Loan Line of Credit Grant/Subsidy Total Project Funding Note: Total project costs and project funding must be equal. You will learn more about the other parts of a Business Plan in the Writing module. 45

54 Lines You usually write words on lines. The key words can be next to the line, under the line, or over the line. Look at the examples below. Write your own information on the lines provided. Name (next to the line) Street Address (under the line) City Province Postal Code (above the line) When you see a number of short lines in one row, you need to choose the response that applies to you. You can choose a response by putting a check mark or an x on the line. Mark one of the responses below with your own information. Put a check mark or an x on one line. single married divorced common-law 46

55 Boxes If you see one box, you usually use a check mark to say yes. Example Send me a copy of your catalogue. If you see two or more boxes, you usually choose one of the boxes. Example Male Female If you see a row of boxes, you usually put one letter or number in each box. You leave a blank box between words. Example M A R Y S I N C L A I R This exercise is just for fun! Fill out this entry form. Your favourite kind of movie comedy drama romance horror other (specify) Your favourite movie Your favourite actor or actress Enter me in your free movie draw. 47

56 Dates Dates are an important part of most forms. You can write them many different ways. You can write the day, month, and year in different order. These words are abbreviated different ways on different forms. Follow the examples below. Write TODAY S DATE many different ways. Date: March 3, 2009 Date: Day Month Year Day Month Year Date: (M,D,Y) 06/31/05 Date: (M,D,Y) / / Date: Yr. Mo. Day [ 0] [9] [0 ] [7] [2] [ 1] Date: Yr. Mo. Day [ ] [ ] [ ] [ ] [ ] [ ] on the eighteenth day of August, 2009 on the day of 20 48

57 Telephone Numbers As a business owner you may have several different phone numbers. For example, your business number, your cell number, and your home number. You can enter your number in different ways, but you should always include your area code. Follow the examples below. Enter your own phone number(s) in different ways. Phone # (204) Phone # ( ) Home Telephone Home Telephone - - Phone No Phone No. Telephone number: (204) Telephone number: ( ) - 49

58 #12 TRY this You will complete Purchase Orders to order supplies. You will also complete purchase orders to process customer orders. Purchase orders have two parts: A. Lines you fill in customer information B. Table you fill in the supplies Pretend that you own an arts and crafts business. You need to order some beads. Use the price list below to place your order. Write your order on the purchase order on the next page. Fill in the whole form and create your own customer information. Example: 10 strands of 6 mm clear glass beads Quantity Description Unit Cost Total 10 6 mm clear glass beads $3.50 $35.00 Each strand of beads costs $3.50. $3.50 x 10 = $35.00 Beads Bead size Beads per strand Cost per strand 1-2 strands 3-5 strands 6+ strands Glass clear 6 mm 67 $4.50 $3.80 $3.50 clear 8 mm 50 $5.50 $5.10 $4.50 tiger eye 6 mm 67 $4.80 $4.50 $3.80 tiger eye 8 mm 50 $5.80 $5.40 $4.80 Sand natural 4 mm 100 $3.60 $3.30 $3.10 mixed 4 mm 100 $3.80 $3.50 $3.10 Wood 6 mm 75 $3.00 $2.50 $2.00 Your order: 5 strands of 8 mm clear beads 2 strands of 6 mm tiger eye beads 4 strands of 8 mm tiger eye beads 6 strands of 4 mm natural sand beads 10 strands of 6 mm wood beads 50

59 #12 The Craft Cupboard Create with us! Essential Skills for Entrepreneurs TRY this Purchase Order Account No.: Customer: PO No.: Ship To: Ordered By: Phone No.: Date: Catalogue Number Description Qty Unit Cost Total 51

60 Following Instructions Many forms have instructions, such as commands for you to follow. They are usually on a separate line so that they are easy to see. Here are some other things writers do to make instructions stand out: Use bold letters. Examples: Print clearly Use ink only Put instructions inside parentheses (brackets). Examples: (Check one only) (Mark all appropriate boxes) Use BLOCK letters. Examples: DO NOT WRITE BELOW THIS LINE. PRINT IN BLOCK LETTERS. Use italics. Examples: Start with the most recent. See explanation on next page. It is important to follow instructions on forms. If you fill out a form incorrectly it may be returned to you, and this could cost you money. You may need to pay an application fee more than once, and you could lose a grant or funding. You might also have to pay late fees. Some instructions can be confusing. They are not clear commands. You must infer, or understand, what is said and what is not said. Example: To open a GST account, complete parts A, B, and F. What is said: complete parts A, B, and F. What is not said: do not complete parts C, D, and E. Always read these kinds of instructions carefully so that you fill in the information correctly. You may be instructed to sign a document or write your signature. Always make sure you understand what you are signing. Watch out for language like this. It means that you will take legal responsibility for your signature: I certify. I consent to. I agree. I authorize. Remember: Never sign any form if you do not understand it. 52

61 Practise Fill out the Business Information form below with information about your business or a business you hope to have. You can make up information. Pay close attention to the instructions. Part 1 Business name: Business location (city or town): If location is inside Winnipeg, fill in Part 2. Part 2 FILL IN COMPLETE ADDRESS Street name and number Winnipeg, MB Postal Code Part 3 Type of business: Fill in Parts 4 and 5 if your business involves food. Part 4 Do you have a Safe Food Handling Certificate? If yes, when did you receive it? Part 5 Do you or will you serve alcohol as well as food? I have a permit to serve alcohol. Yes No Part 6 If you have a vehicle for commercial use, write the registration number: I consent to data verification. Signature: Date: (M,D,Y) 53

62 #13 TRY this You need a Food Services Establishment License to serve food to customers. A copy of this licence from the City of Winnipeg is on the next page. This document is divided into three sections. Fill in the first two sections with the following information. Do not leave any blank lines. 1. You are applying for a Food Services Establishment License on May 18, You want the licence to start on July 1, 2009, and end on September 30, Your name is Pat Lavallee and your business is called Picnics To Go. 3. Your business is at 000 Main Street, Winnipeg. Your mailing address is Box 1, Grp 2, RR 3, Winnipeg, Manitoba, R1C 2B2. 4. Your fax number is , your cell number is , and your home number is Sign your name. 54

63 55

64 Reporting Details When a worker is injured, he or she must report their injury to the Workers Compensation Board of Manitoba. You must also report the injury on the Employer s Incident Report. The Board will use these reports to decide if the worker should get benefits. In the Document Navigation part of this module you looked at an Employer s Incident Report to see how it is organized and the kind of information you need to report. Now you will focus on the one part of the form that asks for a detailed description. The Incident Details box on the form has these instructions: Please describe the incident in as much detail as possible. (Use separate sheet if necessary) You need to write a paragraph about what happened. You need to clearly write: 1. facts, not opinions 2. facts in order Write Facts, Not Opinions A fact is a statement that can be proven true or false. An opinion is someone s belief or way of thinking. Examples: Tom helped Dennis clean up the oil spill is a fact. Tom is a kind person is an opinion. Courtney started work at 9 am is a fact. I hate when my employees are late for work is an opinion. Bill said the food made him sick is a fact. Our food is the best is an opinion. 56

65 #14 TRY this The incident report below contains both facts and opinions. Read the paragraph once to get the meaning. Reread the paragraph. Decide if each sentence is a fact or an opinion. Write F for fact and O for opinion beside the numbers that match the sentences in the paragraph. (1) Arnie mopped the kitchen floor at the end of his shift. (2) He always does a good job of cleaning the floor. (3) He put out the Caution Wet Floor marker. (4) Junior came into the kitchen wearing sandals. (5) I think all workers should wear special footwear with treads on the bottom. (6) Workers are too concerned about appearances these days. (7) Junior slipped on the wet floor. (8) He put out his arm to stop his fall. (9) Junior said he injured his wrist in the fall. (10) His wrist looked fine to me

66 Write Facts in Order It is important to present the facts in a logical order so that they are clear to the reader. Example: 1. Garrett dumped garbage bags into the bin. 2. One bag had broken glass in it. 3. He was not wearing gloves. 4. Garrett cut his thumb on the glass. #15 TRY this The facts in this incident are mixed up. Each sentence is numbered. Read the whole paragraph. Decide the correct order for the sentences. Write the sentence numbers in the correct order beside the numbers from 1-7. (1) The ladder slipped on the wet cement floor. (2) He climbed a ladder while carrying the box. (3) He was rushed to the hospital. (4) Roger carried a box to the storage area. (5) He landed on his wrist. (6) He crushed the bones in his wrist. (7) Roger fell 20 feet

67 Part 2 Putting It All Together In the first part of this section you learned about filling in tables, lines, and boxes. In the second part of this section you learned about reporting details. Now you are ready to fill in a complete complex form. #16 TRY this You will find a blank Employer s Incident Report on the next two pages. Use the information below to fill in the complete report. 1. Your business is called Green Clean. Your address is 24 McNaught Way, Brandon, MB, R7A 1A1. Your phone number is (204) The injured worker is Hailie Sanderson. Her address is Rodeo Blvd., Brandon, MB, R7A 2E1. Her phone number is (204) She was born July 21, Her SIN is On June 23/09 Hailie was cleaning a carpet at the home of Penny Albrecht, th Street N. in Brandon. She hurt her back when she tried to move a heavy cabinet. She called you immediately to report her injury. You told her to go to Brandon Hospital to get checked out. 4. This incident happened at 4 pm on June 1. She has not returned to work. Her last cheque before the injury was $ This is her regular weekly salary. She works 40 hours a week, Monday to Friday, from 8-4. Hailie started working for you on April 1/09. She made $ before the incident, but has not been paid since. You can not give her light duties because you are a small company. 5. Hailie was the only worker injured. She is not related to you in any way. She is not a sub-contractor or owner operator. 6. Sign your name as the owner and date the document July 1,

68 60

69 61

70 62

71 Answer Key 63

72 64

73 TRY this # , , 2, TRY this # , 4 4. a) Document 3 b) Document 2 c) Document 1 d) Document 4 5. a) to order supplies b) to apply for a license c) to show the floor plan (technical drawing) of a building d) to report workers earnings TRY this # Yvette 5. Jessica 6. 1, Evan and Jason 65

74 TRY this #4 1. A106 Storage A107 Lobby 4. 15/16 5. A105 WASHROOM A103 ELEC./MECH. A101 KITCHEN A107 LOBBY A102 OFFICE A106 STORAGE A104 LAUNDRY No x 8-6 TRY this #5 1. glass, sand, wood 2. 2 mm 3. $ $1.00 cheaper more glass beads (67 minus 50) 6. $2.00 TRY this #6 1. $1, $43.78 ( minus ) 3. Donations 4. $ office supplies 6. $ ( minus ) 7. less money 66

75 TRY this #7 Employer s Incident Report 1. C. Incident Details E. Time Loss & Wages a. E b. D c. C d. A 4. someone at the Workers Compensation Board of Manitoba probably someone investigating a claim from one of your employees 5. The Board will use this form to help them decide if your employee should be paid benefits. 6. Name and Address of Doctor(s) and/or Hospital(s) who Provided Treatment 7. Time Loss & Wages 8. Sub-Contractor or Owner Operator TRY this #8 Retail Sales Tax 1. Part C Certification A2. Joint Venture A4. Business Identification 4. c) Did you purchase an existing business? 5 a. A3 b. B4 c. B5 6. someone from the Retail Tax Department at the Province of Manitoba 7. They will issue you a Retail Sales Tax licence no 10. new

76 TRY this #9 Request for Business Number 1. Part A General information A3 Identification of business A5 GST/HST information Part B GST/HST account information B2 Filing information B3 Reporting period Part C Payroll deductions account information C1 Payroll deductions account identification Part E Corporate income tax account information 2. to request a Business Number 3. someone who assigns business numbers for the Government of Canada 4. A and F 5. on a separate piece of paper 6. December monthly 8. the first letters of the months of the year 9. if different from the physical business location 10. answers will vary TRY this #10 Sun Mon Tues Wed Thurs Fri Sat Shayla Avery Carol Justin Paul

77 TRY this #11 Project Cost Summary Amount $ Land and Buildings 200,000 Improvements (renovations) 50,000 Equipment/Furniture 25,000 Vehicles (if used in the business) 20,000 Inventory (opening cost) 17,500 Other Start-Up Expenses as per Cash Flow (accounting, taxes, licences, 15,000 insurance, rent, supplies, etc.) Total Project Cost 327,500 Project Funding Equity 102,500 cash contributed assets Land and Building Mortgage 150,000 Equipment Loan 55,000 Line of Credit 20,000 Grant/Subsidy 0 Total Project Funding 327,500 Note: Total project costs and project funding must be equal. 69

78 TRY this #12 The Craft Cupboard Create with us! Purchase Order Account No.: Customer: PO No.: Ship To: Ordered By: Phone No.: Date: Quantity Description Unit Cost Total 5 8 mm clear glass beads mm tiger eye glass beads mm tiger eye glass beads mm wood beads mm wood beads Sub-total Taxes Total 70

79 TRY this #13 71

80 TRY this #14 1. F 2. O 3. F 4. F 5. O 6. O 7. F 8. F 9. F 10. O TRY this #

81 TRY this #16 73

82 TRY this #16 Continued 74

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